Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Traffic Control Products for the Division of Traffic Management and various other City agencies on an as needed basis. These Traffic Control Products are necessary to ensure the safety for City of Columbus employees while working in various locations throughout the City. The term of the proposed option contract would be through September 30, 2016 with the option to renew for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on August 21, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005527). Ninety two (92) Bids were solicited: (MBR-4; F1-3) Three (3) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Lightle Enterprises of Ohio, LLC CC#208135704 (expires 9-4-2015)
Marketing Displays, Inc dba MDI Worldwide CC#381779519 (expires 9-9-2016 )
Paul Peterson Company CC#310868875 (expires 6-11-2016)
Total Estimated Annual Expenditure: $100,000.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because, the evaluation process took longer than anticipated due to the many manufacturers listed in the bid. The current contract will expire on September 30, 2014 and these products are essential for the safety of City Employees.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Division of Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into a contract for the option to purchase Traffic Control Devices with Lightle Enterprises of Ohio LLC, Marketing Displays, Inc dba MDI Worldwide and Paul Peterson Company, to authorize the expenditure of three (3) dollars to establish the contract from the General Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 21, 2014 and selected the lowest responsive, responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the purchase of Traffic Control Products for the Division of Traffic Management maintain the safety of City employees working on roadways; and
WHEREAS, in order to maintain a supply of Traffic Control Devices, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Traffic Management, in that it is immediately necessary to enter into contracts for the option to purchase Traffic Control Devices on an as needed basis, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Traffic Control Devices for the term ending September 30, 2016 with the option to extend the contracts subject to mutual agreement for one (1) year in accordance with Solicitation No. SA005527 as follows:
Lightle Enterprises of Ohio, items: 1, 4, 9, 10 and 14 Amount $1.00
Marketing Displays, Inc dba MDI Worldwide, Item: 11 Amount $1.00
Paul Peterson Company, Items: 5, 6, 13, 17 and 18 Amount $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from the General Fund: Organization Level 1: 45-01; Fund 10; OCA 450047 Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.